Work Schedule: 40hrs per week, 8am - 5pm with 1 hour unpaid break | Australian Eastern Time

Key Responsibilities

• Manage all aspects of client invoicing, payment reconciliation, and accounts receivable within Xero, ensuring timely payments and accurate financial records.
• Systematically process supplier bills and payments to maintain healthy cash flow and support end-of-month processes.
• Handle day-to-day data entry and general administrative tasks, freeing up management time for strategic initiatives.
• Assist with drafting quotes for small jobs and compiling data for large job estimations, ensuring accuracy and timely delivery.
• Maintain and update pricing guides and set pricing for routine services.
• Proactively follow up on outstanding quotes and sales leads via email and WhatsApp to convert opportunities.
• Utilize Fergus job management software for relevant administrative tasks, including updating job statuses and allocating resources.
• Utilize Komodo software to systematically record and document all administrative and financial workflows, creating comprehensive Standard Operating Procedures (SOPs).
• Develop a searchable knowledge base for key operational details, ensuring business continuity and smooth onboarding for future staff.
• Conduct market research on material costs and supplier pricing for estimation purposes and review completed job data to build estimation benchmarks.
• Manage and prioritize incoming emails, flagging urgent items, and assist with internal communication coordination via WhatsApp/Gmail.

Requirements

• Proven experience in financial administration, including invoicing, bank reconciliation, bill payments, and accounts receivable management, preferably with Xero.
• High proficiency in using business software such as Xero, Fergus (or similar job management platforms), Gmail, and WhatsApp.
• Exceptional organizational skills with a keen eye for detail and accuracy in data entry.
• A strong interest in process improvement, systemization, and the ability to learn and implement new software (e.g., Komodo, estimation tools).
• Ability to adapt to a fast-paced environment and take initiative in identifying and solving problems.
• Experience in a trades-related industry or a similar service-based business is highly advantageous.

Additional Expectations

• A commitment to fostering a strong working relationship built on trust and mutual respect.
• Proactive communication and the ability to provide regular updates on tasks and progress.
• A growth mindset, eager to learn new skills and contribute to the company's continuous improvement.
• Adaptability to evolving business needs and a willingness to take on new challenges.
• A focus on creating efficient, documented processes to ensure business continuity and scalability.

Independent Contractor Perks

• Health insurance in eligible locations
• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.